Group Commissioner

The following is a list of some of the things that the Group Commissioner needs to ensure gets completed throughout the year. The Group events are on this page and the Section-specific Events are listed separately.

Ongoing

• On a regular basis, review myscouts records for duplicated records, errors in data, etc.
• Push Scouters to complete their Training (Scouting Fundamentals/Respect in Sport/Woodbadge/etc.)
• Review first-aid training for all Scouters and ensure that at least two Scouters per Section have SFA. Enter any training expiry dates in both myscouts and scoutstracker.
• Review myscouts service records for 5, 10, 15, 20, etc. years of service, print out certificates, purchase pins from the Scout Shop, and advise Sean Munro of the presentation date. The 10 year certificate and medal is provided by Scouts. The Group is on the hook for the rest.
• Receive awards/medals, present to Scouters, and advise Sean Munro of the presentation date.
• Write commendations to thank all Scouters on a regular basis.
• Ongoing recruitment of volunteers. Have regular conversations with parents (particularly in Beavers) about volunteering to be a Scouter. This involves getting commitment from the Scouter and the entireon-boarding process (registration, interview, training, orientation, etc.)
• Attend community events like the Family Day Event at the Anvil Centre.
• Host monthly Group Committee meetings.
• On about a bi-monthly basis, meet with the assigned Group Support Scouter for our Group. This person is assigned by the Fraser Valley Council to provide support for the Group and can help find resources as required.
• Encourage bi-monthly or quarterly individual Section planning meetings.
• Approval of volunteers.
  • To register volunteer in myscouts, normally insist that the Scouter to complete the registration themselves. If they cannot do it or they have forgotten to renew, then the Group Commissioner or Registrar can complete the registration in myscouts by selecting “Org Options” > ”Register A Volunteer”. Follow the screens to complete the registration ensuring that the correct Section and Role are selected. Then select “Org Options” > ”Scouter Approval” to Activate that person. Don’t Activate anyone who still has anything listed under “Requires” – wait for these to be completed and the Council Registrar has given Council Approval (CA) before Activating. Confirm the appropriate Section under “Organization”, the appropriate Role under “Role”, and select “Activate” under “Action”. Then click on “Process Batch”.

August

• Confirm the school gym booking for September-June with the School District 40 (Leah Hoeve at facilityrentals@sd40.bc.ca) and ensure the invoice is paid. Review their proposed dates in detail as we don’t have access to the gym on Pro D days, spring break, December or June, etc.
• Get Michelle Yu at the Scout office to send a copy of the Scouts insurance to the School District.
• Contact the two churches (Knox Presbyterian Church and Queens Ave. United Church) to see if anything needs to be signed.
• Set up all the Beaver parents with a "parent overnight" role and encourage/shove them to do their training.
• Book space at Knox Presbyterian Church for our Group Committee meetings on the second Thursday of each month, September through May.
• Decide on a location for the The Great Canadian Shoreline Cleanup and contact the appropriate City.
• Contact the two malls and the City about Fall Apple Day which usually happens in late September or early October.
• Renew the vehicle insurance for both trailers (cargo and canoe).
• Update the various Group email addresses xxx@newwestscouts.ca) with new/moved Scouters.
• Encourage each Section to update their Section details for youth and Scouters in ScoutTracker before they start sending email from the system. This involves importing youth/Scouters from myscouts, confirming all records, pushing invitations out to the parents, etc.
• Contact the Council or National Popcorn coordinator and place an order for "Show & Sell" popcorn.
• Ensure the storage locker and the trailer parking spot rental is paid.
• Send thank-you to each Scouter and confirm that they are returning as a Scouter.

September

• Meet with each Section and create/update a meeting space Risk Assessment for each facility.
• Do a Group Health Assessment and review with the Group Committee.
• Create/update a vision for the Group. This should be done in a Group Committee meeting.
• Renew ScoutsTracker licenses.
• Start organizing the Fall all-Section camp.
• Ensure the The Great Canadian Shoreline Cleanup is organized.
• Hold Popcorn kickoff events in each Section and distribute forms.
• Ensure that all Beaver parents are set up with a "parent overnight" role and encourage/shove them to do their training before their first camp.
• Prepare Group budget.

September Events

• Individual Section kickoff camps.
• The Great Canadian Shoreline Cleanup.

October

• Finalize organizing the Fall all-Section camp.
• Remind youth and Scouters about Popcorn sales.
• Ensure Halloween Party is organized.
• Collect the Popcorn order forms at the Halloween Party.
• Order participant badges after Apple Day.
• Ensure Remembrance Day details are distributed.
• Order badges after fall all-Section camp.

October Events

• Fall Apple Day.
• Fall all-Section Camp.
• Halloween Party.

November

• Place Group order for Popcorn.
• Finalize the Group Budget.
• Provide financial statement to someone... it used to go to Area. Confirm deadline.
• Ensure Gaming Grant Application is submitted. Confirm deadline.
• Start organizing the Santa Claus Parade.
• Start organizing the Christmas Party.

November Events

• Gravestone cleaning at Fraser Cemetery before Remembrance Day.
• Attend Remembrance Day service at the Armories and march to the Cenotaph.
• Group Annual General Meeting.

December

• Book the Knox Church hall to sort the Popcorn.
• Pick up Popcorn.
• Finalize organizing the Christmas Party.
• Finalize organizing the Santa Claus Parade.

December Events

• Popcorn sorting.
• Christmas Party.
• Santa Claus Parade.

January

• Ensure information about Coho Night Hike is distributed.
• Ensure Kub Kar Rally is organized.

January Events

• Bottle Drive.
• Mount Seymour Camp (Winter all-Section camp).

February

• Ensure someone provides one or two stations for Coho Night Hike.
• Order badges after Coho Night Hike.
• Start planning Hyack Camp.

February Events

• Coho Night Hike.
• Kub Kar Rally.

March

• Contact the two malls and the City about Spring Apple Day which usually happens in May or early June.
• Register for Hyack Parade.

April

• Confirm details of Spring Apple Day.
• Ensure that Hyack Parade is organized.
• Continue planning Hyack Camp.
• Order participant badges after Apple Day.
• Ensure someone provides a station for Cuboree.

April Events

• Spring Apple Day.

May

• Ensure someone provides a station for Beaveree.
• Ensure that the All-Section year-end Barbeque is organized.
• Finalize planning Hyack Camp.

May Events

• Swim Up / Leap Up / Climb Up / Swagger Up.
• Jamboree on the Trail.
• Organize our table at the Queens Park Garage Sale, a fundraiser for Jamborees.
• Hyack Parade.
• Hyack Camp.

June

• Contact the School Board and book the two gyms for next year.
• Send thank-you to each Scouter and confirm that they are returning as a Scouter. Follow up and repeat this in August.

June Events

• All-Section year-end Barbeque.

July

• Review expected new membership in all Sections and review if we have enough neckers and 12th New Westminster insignia. Order more from Zone West if required.

July Events

• Troop camping Adventure or Pacific/Canadian Jamboree.